Company Description
Paradigm Consulting Engineers is a full-service engineering firm specializing in Mechanical, Electrical, and Plumbing (MEP) Design and Consulting, Electrical Power System Design, and Building Information Modeling (BIM). We serve clients across commercial, industrial, institutional, and utility markets, offering innovative and efficient solutions to meet their project needs. Our team is dedicated to delivering high-quality engineering services tailored to each unique project. Located in West Chester, PA, we pride ourselves on fostering a collaborative and client-focused approach to every endeavor.
Position Overview
We are seeking a detail-oriented and organized Administrative Assistant/Bookkeeper/Office Manager to support our daily operations. This multifaceted role combines financial management, administrative coordination, and office oversight to ensure smooth business operations. We offer flexibility with both full-time and part-time schedules, as well as work-from-home options.
Key Responsibilities
Bookkeeping & Financial Management (40%)
- Process accounts payable and accounts receivable
- Prepare and send client invoices in a timely manner
- Track project billing and payment status
- Reconcile bank statements and credit card transactions
- Maintain accurate financial records using QuickBooks (or your accounting software)
- Assist with month-end and year-end financial closing procedures
- Coordinate with external accountant/CPA as needed
- Process employee expense reports and reimbursements
Administrative Support (35%)
- Answer and direct phone calls and emails professionally
- Manage correspondence and communications
- Prepare proposals, contracts, and project documents
- Maintain filing systems (both physical and digital)
- Coordinate meetings, appointments, and travel arrangements
- Assist with project documentation and report preparation
- Support engineering staff with administrative tasks as needed
- Manage office supplies and equipment inventory
Office Management (25%)
- Oversee daily office operations and maintenance
- Serve as primary point of contact for vendors and service providers
- Coordinate office equipment maintenance and repairs
- Manage office supply ordering and inventory
- Maintain organized and professional office environment
- Assist with human resources tasks (onboarding, benefits administration, etc.)
- Support company events and team activities planning
Schedule & Work Arrangement:
- Full-time: 40 hours per week, Monday-Friday
- Part-time: Minimum 20-25 hours per week, flexible schedule (days/hours negotiable)
- Work Location: Hybrid or remote work options available with occasional in-office presence as needed
- Flexible scheduling to accommodate work-life balance
Qualifications:
Required:
- High school diploma or equivalent (Associate's or Bachelor's degree preferred)
- 3+ years of experience in bookkeeping, administrative support, or office management
- Proficiency in QuickBooks or similar accounting software
- Strong proficiency in Microsoft Office Suite (Excel, Word, Outlook)
- Excellent organizational and time management skills
- Strong attention to detail and accuracy
- Professional communication skills (written and verbal)
- Ability to handle confidential information with discretion
- Self-motivated with ability to work independently and remotely
- Reliable internet connection and home office setup (for remote work)
Preferred:
- Experience in professional services or engineering firm environment
- Familiarity with project-based billing and time tracking
- Bookkeeping certification or coursework
- Experience with accounts receivable/payable in a professional services setting
- Experience working remotely or in hybrid environments
What We Offer:
- Competitive hourly rate or salary based on experience and schedule
- Health insurance benefits (full-time positions)
- Paid time off and holidays (prorated for part-time)
- Flexible work-from-home options
- Flexible scheduling to support work-life balance
- Professional development opportunities
- Collaborative and supportive work environment
- Opportunity to grow with an established engineering firm
